Intake and Staffing Specialist for ABA Therapy Company

Job Description

Job Description

Position: Intake, Staffing, and Scheduling Specialist – ABA Therapy (Bilingual Preferred)
Location: Open to ONLY Florida, Colorado and Maryland residents
Compensation: $20–$25/hour + bonus packages + tiered growth structure
Type: Full-Time

ABA THERAPY EXPERIENCE IS REQUIRED

House of Hearts ABA is a growing Applied Behavior Analysis (ABA) therapy company dedicated to providing compassionate, high-quality care for children and families. We pride ourselves on excellence in service, efficiency in operations, and a supportive, growth-oriented work environment.

We are seeking an experienced Intake, Staffing, and Scheduling Specialist with at least 3 years of hands-on ABA therapy experience performing these tasks. This role is crucial in ensuring smooth client onboarding, efficient staff scheduling, and optimal case assignments.

This position offers significant growth potential , a tiered performance-based compensation structure , and opportunities for bonus packages . If you are detail-oriented, highly organized, and fluent in Spanish, we want to hear from you.

Client Intake

• Serve as the first point of contact for new families, providing a warm and professional welcome.

• Collect all necessary client information, verify insurance, and explain the intake process.

• Confirm communication preferences and ensure intake documents are completed accurately and in a timely manner.

• Clearly communicate service options (in-home vs. in-school) and timelines for service initiation.

• Assist Spanish-speaking families by translating or clarifying intake materials as needed.

Scheduling Clients

• Maintain and update the master schedule to ensure clients are matched with staff in a timely manner.

• Coordinate with BCBAs, RBTs, and caregivers to schedule therapy sessions according to client needs and staff availability.

• Quickly adapt to schedule changes, cancellations, and emergencies.

• Communicate with families to confirm session times and any changes in scheduling.

Staffing Cases

• Assign therapists to cases based on experience, client needs, and location.

• Monitor staff availability and proactively fill open hours.

• Track staffing progress and report updates to leadership regularly.

• Work closely with the hiring team to ensure adequate staffing levels for incoming clients.

• Minimum 3 years experience working in an ABA therapy setting with intake, staffing, and scheduling responsibilities.

• Strong organizational skills with exceptional attention to detail.

• Ability to work independently in a fully remote environment.

• Fluency in Spanish and English (Bilingual is strongly preferred and nearly required for this role).

• Excellent written and verbal communication skills.

• Proficiency with scheduling software, CRMs, and EHR platforms (experience with ABA-specific software is a plus).

• Strong problem-solving skills and ability to manage shifting priorities.

• Hourly Pay: $20–$25/hour based on experience.

• Performance-Based Growth: Structured tier system with regular salary reviews.

• Bonus Opportunities: Monthly and quarterly bonus packages based on performance metrics.

• Career Growth: Significant potential to move into leadership and operations management roles.

• 100% Remote – Open to only Florida, Colorado and Maryland residents

• Collaborative and supportive team culture.

• High-impact role with direct contribution to company growth.

• Room for rapid advancement in a scaling organization.